Overview : REQUEST FOR PROPOSAL Date: 17th January 2019 Reference: RFP/FJI10-03-19 Dear Sir / Madam: We kindly request your company to submit Proposal for Photography - Capturing PFIP Projects/Financial Inclusion Please be guided by the form attached hereto as Attachment 2, in preparing your Proposal. Complete submission comprising of technical and financial proposals should be submitted to etenderbox.pacific@undp.org by 5pm on 4th February 2019 (Fiji Time). Your Proposal must be expressed in the English, and valid for a minimum period of 120 days In the course of preparing your Proposal, it shall remain your responsibility to ensure that it reaches the address above on or before the deadline. Proposals that are received by UNDP after the deadline indicated above, for whatever reason, shall not be considered for evaluation. If you are submitting your Proposal by email, kindly ensure that they are signed and in the .pdf format, and free from any virus or corrupted files. Services proposed shall be reviewed and evaluated based on completeness and compliance of the Proposal and responsiveness with the requirements of the RFP and all other annexes providing details of UNDP requirements. The Proposal that complies with all of the requirements, meets all the evaluation criteria and offers the best value for money shall be selected and awarded the contract. Any offer that does not meet the requirements shall be rejected. Any discrepancy between the unit price and the total price shall be re-computed by UNDP, and the unit price shall prevail and the total price shall be corrected. If the Service Provider does not accept the final price based on UNDP’s re-computation and correction of errors, its Proposal will be rejected. No price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted by UNDP after it has received the Proposal. At the time of Award of Contract or Purchase Order, UNDP reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum twenty five per cent (25%) of the total offer, without any change in the unit price or other terms and conditions. Any Contract or Purchase Order that will be issued as a result of this RFP shall be subject to the General Terms and Conditions attached hereto. The mere act of submission of a Proposal implies that the Service Provider accepts without question the General Terms and Conditions of UNDP, herein attached as Annex 3. Please be advised that UNDP is not bound to accept any Proposal, nor award a contract or Purchase Order, nor be responsible for any costs associated with a Service Providers preparation and submission of a Proposal, regardless of the outcome or the manner of conducting the selection process. UNDP’s vendor protest procedure is intended to afford an opportunity to appeal for persons or firms not awarded a Purchase Order or Contract in a competitive procurement process. In the event that you believe you have not been fairly treated, you can find detailed information about vendor protest procedures in the following link: http://www.undp.org/content/undp/en/home/operations/procurement/protestandsanctions/ UNDP encourages every prospective Service Provider to prevent and avoid conflicts of interest, by disclosing to UNDP if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, cost estimates, and other information used in this RFP. UNDP implements a zero tolerance on fraud and other proscribed practices, and is committed to preventing, identifying and addressing all such acts and practices against UNDP, as well as third parties involved in UNDP activities. UNDP expects its Service Providers to adhere to the UN Supplier Code of Conduct found in this link : http://www.un.org/depts/ptd/pdf/conduct_english.pdf Thank you and we look forward to receiving your Proposal. Sincerely yours, Ronald Kumar Procurement Analyst 17/01/2019 Annex 1 Description of Requirements Context of the Requirement | Photography - Capturing PFIP Projects/Financial Inclusion | Implementing Partner of UNDP | Pacific Financial Inclusion Programme (PFIP) | Brief Description of the Required Services[1] | The Pacific Financial Inclusion Programme (PFIP) has helped over two million Pacific Islanders access formal financial services. Launched in 2008, PFIP is jointly administered by the UN Capital Development Fund (UNCDF) and the United Nations Development Programme (UNDP) and receives funding from the Australian Government, the European Union and the New Zealand Government. PFIP operates in Fiji, Papua New Guinea, Samoa, Solomon Islands, Tonga and Vanuatu, a region of 10 million people scattered over 2,000 islands. PFIP’s objective is to increase the number of low-income Pacific Islanders who adopt formal financial services. PFIP achieves this objective by supporting financial service providers (FSPs) to innovate with products and services for mass market customers, supporting governments to create an enabling policy environment for financial innovation, and empowering consumers. PFIP has funded 44 projects with financial service providers who have innovated with technology and products, enrolling over 1.9 million customers in services such as agency banking, mobile wallets, micro insurance, micro loans, remittances and savings groups. This figure represents one in four adults of the six countries in which PFIP operates. Women account for 976,216 of the total clients enrolled, representing significant progress in reducing the gender gap that exists in the Pacific. The current programme phase will end in June 2020 and the PFIP is currently focused on documenting lessons learned during project implementation, measuring impact on people’s lives and how to incorporate these learnings into a new project phase. This will for example be done with the production of knowledge and communications products including but not limited to: reports, blogs, videos, photos, research highlights, case studies etc. For the production of these products, PFIP is looking for a photographer/photography firm who can assist in the visual documentation of PFIP projects. | List and Description of Expected Outputs to be Delivered | The desired outcome is the photo coverage of a selection of PFIP projects. The objective of the assignment: - Reflect the content/focus of the project to ensure viewers understand the type of activities PFIP is conducting.
- Illustrate, give a glimpse of the impact of a project; people at the centre.
- Create a photo montage/story illustrating the activities carried out by PFIP in country and the impressions from the participants. For example, a photo-series illustrating a day in the life of a customer or agent of one of the DFS providers participating in a specific project. Images that can be used to tell a story in PFIP publications, on the PFIP website and on social media.
- The photos are to be used in knowledge products, press releases, articles and online posts for the programme’s website and blog as well as social media channels from UNCDF YouTube channel and partners’ sites.
The audience (who will watch) - UNCDF funders and partners
- Digital Financial Service stakeholders participating in the project
- The wider financial inclusion community
| List and Description of Expected Outputs to be Delivered | Photos (both portraits and contextual) from the following field visits in high resolution: Country | Project | Timeline | Mandays (including travel days) | Fiji | Vodafone Mobile Village Agents (Rakiraki, Coral Coast) Social Welfare recipients PacFarmer App dairy farmers (Nausori, Vunidawa, Korovou) General Financial Inclusion images Digitizing payments at CWM hospital (Suva) | | 4 | Solomon Islands | School fee payments (Honiara) ANZ Coconut Value Chain farmers (Honiara) SINPF - YouSave General Financial Inclusion images (IRD) | May | 2 | Papua New Guinea | Westpac Bank (Mt.Hagen) Women’s MicroBank – MamaBank LIC General Financial Inclusion images | May | 5 | Samoa | Apia Funeral Insurance Digitizing tax payments General Financial Inclusion images | June November | 2 | Vanuatu | Building a digital ecosystem General Financial Inclusion images Climate Change Project | June | 3 |
- Out of the overall shooting per project, only a selection of the 50 best pictures will be delivered in agreement with the Communications Associate and the Knowledge Management Specialist.
- These 50 photos per project are to be shared in a digital format PFIP can easily access, to be agreed upon with contractor(s). All images submitted will become the property of PFIP and we reserve full rights to its use and publication.
- The pictures lighting quality will have to be of professional level.
- Later these pictures will be featured on UNCDF and partners’ publications, websites and blogs etc.
- The contractor(s) will ensure diversity in the images (wide, medium and close shots, variety of people, both men and women) and ease editing of the photos.
- Before each assignment, the Communications Associate or the Knowledge Management Specialist will brief the contractor(s) on the purpose of each event to ensure that the images captured addressed are the visual that the project is looking for in its communication strategy.
- PFIP staff will also travel with the contractor during field visits, ensuring the quality and usefulness of the images captured.
- The contractor(s) must comply with UNCDF/UNDP strict photography regulations – images must be accompanied by a signed Image release form and proof that the individual has signed the form themselves. All images featuring children under 18 years old must be accompanied by signed consent forms from their guardian/parent, if this cannot be obtained then the image must not be taken to avoid any breach of UN child protection policies.
- Contractor(s) must ensure that they document properly document name of location and names of any persons captured in the images.
| Person to Supervise the Work/Performance of the Service Provider | Communications Associate and Knowledge Management Specialist, PFIP | Frequency of Reporting | Twice a month | Progress Reporting Requirements | As per above | Location of work | Fiji, Papua New Guinea, Samoa, Solomon Islands, Vanuatu | Expected duration of work | - For field visits, allotted time will be 2-3 days (excluding travel time). As mentioned, field visits can be done together with a PFIP team member. When a team member joins, the contractor(s) will be provided with transport and lodging.
- Delivery of edited and finalised photos within 7 days after the field visit/event. All projects/countries should be covered by end of May 2019.
- Photos will be delivered in both high resolution and a compressed version for easy web sharing.
| Target start date | 15 February | Latest completion date | 31 May 2019 | Implementation Schedule indicating breakdown and timing of activities/sub-activities | ☒ Required | Names and curriculum vitae of individuals who will be involved in completing the services | ☒ Required | Currency of Proposal | ☒ Fijian Dollars (FJD) for Fiji ☒ United States (USD) for Solomon Islands, PNG, Samoa and Vanuatu | Validity Period of Proposals (Counting for the last day of submission of quotes) | ☒ 120 days In exceptional circumstances, UNDP may request the Proposer to extend the validity of the Proposal beyond what has been initially indicated in this RFP. The Proposal shall then confirm the extension in writing, without any modification whatsoever on the Proposal. | Partial Quotes | ☒ Not permitted | Payment Terms[2] | Outputs | Percentage | Timing | Condition for Payment Release | Produce timelines and work schedule | 20% | 22 Feb | Received Workplan | Capture images, edit and supply final images to PFIP | 30% | April | Completion of 3 countries – delivery of photos | Capture images, edit and supply final images to PFIP | 50% | May | Completion of full assignment and receipt of final images | | | | |
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| Person(s) to review/inspect/ approve outputs/completed services and authorize the disbursement of payment | Krishnan Narasimhan, Deputy Program Manager, PFIP | Type of Contract to be Signed | ☒ Contract for Institutional Services | Criteria for Contract Award | ☒ Highest Combined Score (based on the 70% technical offer and 30% price weight distribution) ☒ Full acceptance of the UNDP Contract General Terms and Conditions (GTC). This is a mandatory criteria and cannot be deleted regardless of the nature of services required. Non acceptance of the GTC may be grounds for the rejection of the Proposal. | Criteria for the Assessment of Proposal | Technical Proposal (70%) Qualification a) Submission of portfolio of past work similar to PFIP requirements. (20 points); b) Past experience working with development or UN agencies in the Pacific (10 points); and c) At least three years’ experience in photography and editing (10 points). Methodology c) Ability to meet PFIP strict timelines - must be able to ensure that PFIP work is prioritised (10 points); d) Submission of detailed methodology (10 points); Personnel e) Min. 3 years’ experience in photography (10 points). Financial Proposal (30%) To be computed as a ratio of the Proposal’s offer to the lowest price among the proposals received by UNDP. | UNDP will award the contract to: | ☒ One or more Service Providers (use multiple photographers for each country) | Annexes to this RFP[3] | ☒ Form for Submission of Proposal (Annex 2) ☒ General Terms and Conditions / Special Conditions (Annex 3)[4] | Contact Person for Inquiries (Written inquiries only)[5] | Dale Kacivi Procurement Associate procurement.fj@undp.org Deadline for submitting requests for clarifications/ questions is 3 days before the submission date. Any delay in UNDP’s response shall be not used as a reason for extending the deadline for submission, unless UNDP determines that such an extension is necessary and communicates a new deadline to the Proposers. |
Annex 2 FORM FOR SUBMITTING SERVICE PROVIDER’S PROPOSAL[6] (This Form must be submitted only using the Service Provider’s Official Letterhead/Stationery[7]) [insert: Location]. [insert: Date] To: [insert: Name and Address of UNDP focal point] Dear Sir/Madam: We, the undersigned, hereby offer to render the following services to UNDP in conformity with the requirements defined in the RFP dated [specify date] , and all of its attachments, as well as the provisions of the UNDP General Contract Terms and Conditions : Qualifications of the Service Provider The Service Provider must describe and explain how and why they are the best entity that can deliver the requirements of UNDP by indicating the following :
- Profile – describing the nature of business, field of expertise, licenses, certifications, accreditations;
- Business Licenses – Registration Papers, Tax Payment Certification, etc.
- Latest Audited Financial Statement – income statement and balance sheet to indicate Its financial stability, liquidity, credit standing, and market reputation, etc. ;
- Track Record – list of clients for similar services as those required by UNDP, indicating description of contract scope, contract duration, contract value, contact references;
- Certificates and Accreditation – including Quality Certificates, Patent Registrations, Environmental Sustainability Certificates, etc.
- Written Self-Declaration that the company is not in the UN Security Council 1267/1989 List, UN Procurement Division List or Other UN Ineligibility List.
Proposed Methodology for the Completion of Services
The Service Provider must describe how it will address/deliver the demands of the RFP; providing a detailed description of the essential performance characteristics, reporting conditions and quality assurance mechanisms that will be put in place, while demonstrating that the proposed methodology will be appropriate to the local conditions and context of the work. |
Qualifications of Key Personnel
If required by the RFP, the Service Provider must provide : - Names and qualifications of the key personnel that will perform the services indicating who is Team Leader, who are supporting, etc.;
- CVs demonstrating qualifications must be submitted if required by the RFP; and
- Written confirmation from each personnel that they are available for the entire duration of the contract
Cost Breakdown per Deliverable*
| Deliverables [list them as referred to in the RFP] | Percentage of Total Price (Weight for payment) | Price (Lump Sum, All Inclusive) | 1 | Supply portfolio and work plan | 20 | | 2 | Photography, editing and submission of images for 3 countries | 30 | | 3 | Photography, editing and submission of images for 3 countries | 50 | | | Total | 100% | |
*This shall be the basis of the payment tranches [Name and Signature of the Service Provider’s Authorized Person] Annex 3 General Terms and Conditions for Services 1.0 LEGAL STATUS: The Contractor shall be considered as having the legal status of an independent contractor vis-à-vis the United Nations Development Programme (UNDP). The Contractor’s personnel and sub-contractors shall not be considered in any respect as being the employees or agents of UNDP or the United Nations. 2.0 SOURCE OF INSTRUCTIONS: The Contractor shall neither seek nor accept instructions from any authority external to UNDP in connection with the performance of its services under this Contract. The Contractor shall refrain from any action that may adversely affect UNDP or the United Nations and shall fulfill its commitments with the fullest regard to the interests of UNDP. 3.0 CONTRACTOR'S RESPONSIBILITY FOR EMPLOYEES: The Contractor shall be responsible for the professional and technical competence of its employees and will select, for work under this Contract, reliable individuals who will perform effectively in the implementation of this Contract, respect the local customs, and conform to a high standard of moral and ethical conduct. 4.0 ASSIGNMENT: The Contractor shall not assign, transfer, pledge or make other disposition of this Contract or any part thereof, or any of the Contractor's rights, claims or obligations under this Contract except with the prior written consent of UNDP. 5.0 SUB-CONTRACTING: In the event the Contractor requires the services of sub-contractors, the Contractor shall obtain the prior written approval and clearance of UNDP for all sub-contractors. The approval of UNDP of a sub-contractor shall not relieve the Contractor of any of its obligations under this Contract. The terms of any sub-contract shall be subject to and conform to the provisions of this Contract. 6.0 OFFICIALS NOT TO BENEFIT: The Contractor warrants that no official of UNDP or the United |